Registration Services During The Covid-19 Pandemic
Registration Services During The Covid-19 Pandemic
Registration Offices are now beginning to open to process high priority tasks.
Registration of Deaths and Still-births
When will remote registration of deaths and still-births begin?
Remote registrations is now live across Scotland, following the granting of Royal Assent to the UK emergency coronavirus bill on Wednesday March 25, and Commencement Regulations being made on Thursday March 26 which brought provisions on remote registration into force.
How will information be given for a death or still-birth registration?
The doctor providing the Medical Certificate of Cause of Death (MCCD), or the Certificate of Still-birth, will ask the person who will be making funeral arrangements which registration office they intend to deal with. The doctor will then send a copy of certificate to the specified registrar electronically, also copying in the person making funeral arrangements. This is to ensure that the registrar receives a copy of the MCCD, without which the death cannot be registered.
Once the doctor has confirmed that the MCCD has been sent to the registrar, the person who will register the death - the informant - should contact the registrar by telephone or other electronic means such as e-mail, to make arrangements to begin the death registration process (657 KB PDF). Information about how to contact local authority registration offices is available on their website, as well as the NRS website. When you make contact you will have the opportunity to make a first appointment to start the registration, and the registrar will explain the process.
(Families can now also ask their funeral director to serve as an informant, though funeral directors are not obliged to do so.)
The registrar will:
- Ask for contact details from the informant for their upcoming remote appointment, including a telephone number and/or e-mail address (this is simply to ensure that there contact details are collected together in one place).
- Ask for information about the deceased’s birth and any marriage(s) in order to look for any entries on the Scottish Family History System.
- If any relevant life events for the deceased person took place outside Scotland, the registrar will ask if the informant has documents they could scan or photograph and e-mail to the office to assist in gathering the appropriate information. These documents should be in English, or accompanied by a translation into English.
The registrar will then use the information gathered to complete a template of how the register entry will look.
After this template has been completed, the informant will be asked to check that the information to be entered in the register is correct. This can be done by sending a copy of the sample register page by e-mail, or if the informant cannot access e-mail, reading out the information listed in the different sections over the phone.
The informant will not be able to attend the registration office in-person at any point, including to sign the register page. Instead they will be asked to tell the registrar the usual form of their signature, and how it usually reads e.g. A Baxter, A J Baxter, Alex Baxter and so on.
The registrar will then write that signature in the appropriate space on the register page, followed by the phrase “(Transcribed)”, indicating that the informant has remotely attested to the page and agreed that it is accurate on the date specified. Register entries completed in this way will have the same legal force as entries ordinarily signed by the informant in ink.
What happens after the registration has been completed?
If the informant is not a funeral director serving on behalf of a family, they will be asked to confirm which funeral director will be dealing with funeral arrangements.
If the informant wishes, a scanned copy of the Certificate of Registration of Death (Form 14) can then be e-mailed to the funeral director, to allow funeral arrangements to be made. (No burial or cremation can go ahead in Scotland without a Form 14 having been issued).
If the informant does not yet know which funeral director will be making arrangements, the Form 14 will be e-mailed or sent by post to the informant, as they prefer.
An abbreviated death extract and a copy of the Registration Privacy Notice will be posted to the informant in every case. These documents – the extract from the Register of Deaths, commonly known as the death certificate, and the Privacy Notice – show the details of the death, and provide the informant with details of how data contained in NRS records will be used and protected.
If the informant has purchased a full death extract/extracts, for which there is a fee of £10.00 per copy (which will be payable by card over the phone), these too will be posted to the informant.
Tell Us Once (TUO)
If the informant would like to use the Tell Us Once service, which is a service that lets informants report a death to most government organizations in one go, the registrar will take additional information from the informant by phone or whichever electronic means of communication has been used, and complete the TUO process as normal.
If the local authority offers only the Tell Us Once (TUO) ‘Capture’ service, or if the informant does not wish to give information for TUO, a Registration or Notification of Death form (BD8) will be sent to the informant so that they can notify relevant government organisations of the death directly.
During the period of the pandemic, the registration process may involve multiple contacts between registrar and informant before it is completed, but the registrar will do their best to make the registration as straightforward and timely as possible in the current circumstances.